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Refund request reply writer
Paste a refund request and your policy. Get a clear yes, no or partial reply that keeps the customer.
Refund request reply writer is a free AI prompt for the job "Help your customers". Give the instructions to an AI assistant that supports the required files and tools, then review its output.
Free · No account · Made by AI Blocks · Level: beginner · Thinking: low
What it does
Refund replies go wrong in two ways. The agent argues, and a $30 refund turns into a public review. Or the agent avoids the decision, writes three paragraphs about the policy, and the customer still does not know whether they are getting their money back. This prompt lays your policy against the order facts, one rule per line, and reaches a decision. It writes the decision in the first line of the reply, then what happens next with the timing from your input. For a no, it quotes the rule once and offers only what you said you can offer instead. It never invents a rule, a discount or a timeline. Where the request raises a legal right, a fault or a chargeback, it adds a note that a person should look, because consumer rules differ by place.
You give it
- The customer's request as written
- Your refund and return policy as published
- The order facts: dates, amount, what was bought, condition
- Any goodwill credit you can offer (optional)
- Your offer (optional)
You get
- Each rule checked against the facts
- A clear decision and the reply that leads with it
- A note for the owner when a person should step in
Use it when
- Refund requests pile up and each one takes ten minutes of careful wording.
- You are saying no and want to say it once, kindly, without an argument.
- A new support hire needs a model reply for the common cases.
How to use it
- Copy the prompt, then paste it into Claude, ChatGPT or Gemini with the request under it.
- Paste your policy exactly as it appears on your site, and the order facts.
- Read FACTS v POLICY. If a fact is wrong, correct it and run again.
- Check the OWNER NOTE, then send the reply.